Document management might be the last thing fruit and vegetable traders consider. However, it doesn't have to be difficult to keep a company's quality documents in order. Luc Meijs and Pepijn Broekman of the Dutch company, Thysia proved that. They held a Webinar on Tuesday 18 May. They discussed a new system to manage quality document management system. It's called KMS Solutions.
Pepijn Broekman (left) and Luc Meijs (right)
Structure in important documents
KMS Solutions uses Microsoft 365 and then, mostly, Teams and SharePoint. "The Teams/SharePoint combination is becoming increasingly important. SharePoint users have grown from 100 to 200 million in a single year," says Luc in his introduction. "We encounter common problems with customers," added Pepijn. "These include things like cluttered network drives with expired certificates. There's usually also a lack of overview when revising a document. Or difficulties collaborating on documents."
"Sometimes important documents get stuck in people's inboxes. Or disks contain different versions of protocols. Then, it's unclear which is the correct document. That's where KMS Solutions comes in. This system is used for quality document management. It uses SharePoint. It's widely used by companies working in the fruit and vegetable sector. KMS assists in the orderly processing of certificates and contracts. Actually, all kinds of documents that have to be controlled and reviewed."
How does it work?
The program lets you manage documents using defined standards. For example, rights have been granted to documents. Then, only the owner can modify them. "It works like this - say a certificate needs to be changed. The program sends a message to the document's owner well in advance, advising them of this. Once it's adjusted, it sends the document to the people who have to check it. Then, it's returned to the owner. And the owner approves it. It can be then be set that the document be revised anew a year later, for example. And the process starts all over again," explains Pepijn.
"The SharePoint environment shares program notifications. Like, which procedures must be started. Or which documents need to be revised, job instructions, and so on. If necessary, an instruction video can be included. It explains how the program works. There are also shortcuts to documents. Labeling documents creates a clear overview."
"You can sort documents by department. Then all relevant documents are available within a department. Or they can be sorted by owner. That gives a quick overview of documents that must be processed. KMS Solutions creates a clear, easy-to-manage approval flow for document changes," concludes Pepijn.